5S is the name of a workplace method that uses a list of five Japanese words to describe how to clear,
organize, and maintain the workspace for efficiency and effectiveness by identifying, storing, and
maintaining the items used, maintaining the physical space and items, and sustaining the arrangement.
These Japanese words are seiri, seiton, seiso, seiketsu, and shitsuke. When transliterated into English,
each starts with the letter "S."
Seiton
This word translates to "systematic arrangement," "set in order," "straighten" or "streamline." It calls
for workers to arrange all necessary items, so they can be easily found and selected for use. By embracing
Seiton, the workplace can prevent the loss of necessary items, avoid the waste of time from searching
around for items needed, and make it easy to find and pick up necessary items. This concept generally
relates to neatness and suggests that by maintaining the work environment tidily and in order, it will be
clearer where items must go, where to find what is needed, and it will also reduce the likelihood of
workplace accidents. It behooves workers to embrace this practice to avoid wasting time searching for
items.
Seiri
This word is translated to "sort. It calls for workers to remove unnecessary items and dispose of them
appropriately. This makes the work easier to be performed by eliminating obstacles, reducing the
likelihood of being disturbed with unnecessary items and it also prevents the accumulation of unnecessary
items.
When sorting the items, it is necessary to evaluate the needed items with regard to cost and need,
then removing all parts, tools, and equipment not in use. All other items should be removed or segregated
away from the workplace. Since conditions may change over time, it may be necessary for area supervisors
and workers to check periodically to make sure that the rule is still being applied and that previously
needed items remain essential, otherwise they should be removed. In general, Seiri calls for organization
and for all unnecessary items to be removed from the workplace and placed in a designated area.
This term is often related to organization and encourages optimizing the arrangement of parts and
materials so that this better design will improve workplace efficiency.
Seiso
This is translated to "shine," "sweep," "sanitize," or "scrub." It can also be explained as "cleaning."
This S admonishes cleaning the workplace completely and keeping it so. Seiso will help to prevent
machinery and equipment from deteriorating, keep the workplace clean and safe, while making the entire
work environment easy to work in.
The word is typically related to cleaning, and in many work environments, this can be achieved by dusting,
scrubbing, vacuuming, and washing the workplace and surrounding areas.
Seiketsu
Seiketsu refers to "standardizing the best design and operating practices in the work area. The key
is to maintain high standards of workplace organization and housekeeping at all times. By ensuring
everything, everywhere is in order the organization will be more likely to operate efficiently. Standards
should be clear, communicated, and enforced for the design, storage, and operation of the workplace.
By standardizing workplace activities, we eliminate variability and unpredictability. Erratic processes
are generally problematic because they make it more difficult to know what to expect as outputs.
Employees may be confused and the difficulty to train others increases. Furthermore, it is more likely to
make mistakes as employees forget what they should do, or think they are doing things correctly when in
fact they may be mistaken.
A place for everything, and everything in its place.
Shitsuke
The translation of Shitsuke is "sustain." It means to keep in working order and "do without being
told." In this regard, it suggests that the organization should thrive to create a culture of compliance.
Remember that one of the characteristics of culture, whether in the organizational sense, or otherwise, is
that behaviors become so ingrained that they are automatic. That's the case with Shitsuke.
Achieving this level of cultural unity requires management involvement and investment over time.
This is enhanced by well thought-out training that teaches employees what is expected and shows them
how to do it. Training is a goal-oriented process that provides knowledge but should also be repeated
periodically to provide refresher training and an opportunity to explore improvements. The resulting
feedback on how to make programs and processes work better can then be escalated to those who can
facilitate the implementation of these ideas.
The previous description may conjure images of discipline, and that correct. Shitsuke also includes
performing regular audits and reviews to verify compliance with the standards set.
The benefits of applying 5S are widespread. They include eliminating hidden inventory and unnecessary
items, freeing up floor space, improving the flow of materials, reducing time and distance of walking and
other means of transportation, and eliminating unnecessary items for reuse somewhere else.